Ancillary Events

General Information

An ancillary event is any function held adjunct to a SITC meeting by a group other than SITC. Examples of ancillary events include advisory board meetings, focus groups, investigator meetings, investor meetings, staff meetings, social events, etc.

Groups planning to host an event during the SITC Annual Meeting & Pre-Conference Programs, should carefully review the Ancillary Event Policy and complete an Ancillary Event Request Form, with a non-refundable application fee, before the deadline of Friday, Sept. 6, 2019.

Ancillary event space is available at the Gaylord National Hotel & Convention Center, and other official SITC hotels. Meeting space is limited and will be assigned on a first-come, first-served basis, with priority given to previous year’s sponsors.

Suggested Event Times

Please refer to the Ancillary Event Policy for suggested event times. SITC reserves the right to deny requests that compete with designated SITC leadership activities, plenary and breakout sessions, keynote addresses, SITC membership business meeting, awards ceremony, presidential reception and other times as needed for the business of the Society.

Rental Rates

Ancillary event space is available for use on a daily and per-meeting basis. SITC-approved events will be assigned to a room, based upon the group’s preferences outlined in the ancillary event application. A room rental fee applies to ancillary event space at the Gaylord National Hotel & Convention Center and other official SITC hotels. Payment is due within 15 days of the event approval or the meeting space will be re-assigned. Please contact the SITC office for rates at

Other Ancillary Needs & Costs

Group is responsible for the planning and all costs associated with the ancillary event, including food and beverage, audio-visual equipment service, hotel labor costs, etc. SITC is not responsible for payment of any services connected with the event and has no authority of any fees that are required by the venue.

Function Space

Ancillary event requests will be reviewed weekly and approved on a first-come, first-served basis. Please allow 7-10 business days for receipt of confirmation and meeting room assignment. Submitting a request does not guarantee assignment. Upon approval, SITC will provide a listing of hotel/venue contacts and the group will work directly with the assigned property to plan the event. Please do not contact the hotel/venue before you receive event approval.


The application fee is non-refundable. Rental fees will be returned if the event is cancelled on or before Friday, Sept. 6, 2019. No refunds will be issued after this date.


Please refer to the Ancillary Events & Sponsored Symposia FAQs, contact SITC at (414) 271-2456 or email